HSL Access Notes - July 26th

Hello,

A final set of Notes for the month of July!

TAL – flood and renewals

Claudette has confirmed that items returned to CPL close the time of the flood may still be sitting at the main CPL branch awaiting processing.  CPL  hopes to clear the backlog of this processing soon, but in the meantime, Claudette asks that if someone identifies that they are a TAL user and returned their book to a CPL branch around the time of the flood, please extend their loan period in Sirsi so that they do not continue to receive overdue notices.

Self Check Audio

This week we noticed that the 3M self check that has a pleasant audible tone for transactions became overly loud, almost startling clients!  There is an adjustable dial for volume control along the bottom edge of the monitor, close to the monitor on/off switch.  Staff can you can adjust the Self Check volume as necessary.

Touch Table

• Abode Illustrator has been added to the touch table to allow students to add notes to the images and  export notated images. 
• We have noticed that the desktop does not load properly in the mornings, and requires a "Restore".  We have asked the technician about this and he recommends a full shut down at night.
• 1.  Close the Lindsay Atlas program (red box with X in top right corner).
• 2.  At the desktop (should see large skull), click on wavy Windows icon in top left corner.
• 3.  At bottom of drop down menu, click on shut down.
• 4.  Wait for screen to go black.
• 5.  Turn off power bar.

Computer Commons Software

• The latest version of EndNote has been installed on our Computer Commons workstations this week.  We only have a training license for the software, so LCR ITS requires advance notice to activate the software for any training sessions. 
• Optimo software to support podcasting has also been installed.

Service Desk

There is a new larger monitor at station #3 of the service desk.

Literature Searching Clinics

A client this week asked if members of the general public can attend the summer literature searching clinics.  Helen has confirmed that all are welcome to attend.

New Undergraduate Medical Education Students

As one of only two three-year medical schools in Canada, the Faculty of Medicine doesn’t break for the summer and 155 new medical students have arrived on the Foothills Campus to start a week-long orientation session.   Groups of these new students have been introduced to the library this week.  Staff may see ore questions from new students at the desk.  Caitlin and Chelsea provided new students with information at library booth at the UME Info Fair in the atrium today.  Caitlin in the liaison librarian for the UME students.

The Dartmouth Institute

UofC is hosting the Dartmouth Institute August 6th - 9th at TFDL: 

Supporting Clinical Care: An Institute in Evidence-Based Practice for Medical Librarians. 

This is an intensive, introductory, 3 day course for Medical librarians who want to learn evidence-based clinical practice concepts in order to comfortably support and teach EBCP at their institutions.

Many thanks to all those involved in preparing materials and those who have volunteered to assist.   Caitlin, Michelle and Yongtao will be instructors at the Institute, and many other HSL/KRS staff will be involved throughout that week.

Small Group Study Rooms

We are investigating the possibility of adding LCD screens and technology to the small group study rooms, so that students can use the rooms to practice presentations and more. 

Access Personal Drive from Home

Did you know you can access your personal drive from home?  This does involve downloading some software and mapping your personal drive on your home computer, but a quick call to the IT help desk, and they can assist you with the set up customized for your personal computer in a few easy steps.  IT Support does have weekend hours.  At the moment they are open 10 - 2, both Saturday and Sunday.

The Alberta Library Card (TAL ) News

A message passed along by Andrew Waller....

Starting in fall 2013, a new TAL Online will enhance how Albertans search for and find what's important to them, creating even more seamless connections to library resources.

The new TAL Online will be an Alberta-wide group catalogue powered by OCLC's WorldCat platform, making over 25 million items more accessible to Albertans.

The new TAL Online will benefit public, post-secondary and special libraries. For example, Albertans will be directed to library resources through Google and other websites that are already an integral part of their lives.

The new discovery tool will also improve access to provincially licensed e-content and library resources for new Canadians. It will also expand the presence of libraries on social media networks such as Facebook.

Other benefits of OCLC's WorldCat platform include:

• demonstrated performance as a union catalogue in large scale installations from Alaska to Florida
• ability to search over 2 billion records from OCLC's 20,000 worldwide members
• multi-lingual interfaces and metadata for non-Roman scripts which will enhance access to library resources for new Canadians
• text-to-speech functionality improving access to library resources for print-disabled Albertans
• improved process for placing interlibrary loan requests

The OCLC Group Catalogue was chosen after months of consultation and analysis. APLEN staff consulted with members of Alberta's public library network and the Public Library Services Branch and reviewed proposals by OCLC and EBSCO.

Libraries are currently being advised on how to integrate their collections into the OCLC Group Catalogue.

OCLC's Group Catalogue operates on an annual subscription basis and will be paid for through 2016 by the Alberta Government's provincial library technology plan funding.

More information on the new TAL Online is available at http://www.thealbertalibrary.ab.ca/newtalonline.html.

Please let me know if you have any questions, concerns or suggestions.

Have a great summer weekend.

Mary

HSL Access Notes - July 19th

Hello,

Resident Card issues

We are continuing to have some issues with UofC student cards not loading or not loading with the proper expiry date.  Follow up is as noted in last week's notes:

• We have received word from LCR discovery Systems team that during May and June there was a glitch in the system that prevented UofC ONEcard information from loading into the library Sirsi system.
• This means that a client who received a card during that period may not show up with a record in Sirsi when their card barcode is scanned.  
• We have been advised that when this happens, to contact the OneCard (Campus Card) Office at 220-7290. 
• Identify the problem, provide the client UCID (number under photo on front of ONEcard) and ask them to ‘re-send’ the client information.  We have done this already a few times and it does allow the record to populate Sirsi almost immediately.
•  Once the record has loaded, staff will need to review the information on all screens to ensure the record is updated with correct privilege expiry date, complete address info (especially email), and note. 
• If the privilege expiry loads over with only a three week period which may happen, extend manually to Sept. 30, 2013.  
•  Add a note in the extended info screen with any manual update details, so that if the system refreshes and overwrites the updates , we have a record of the information to work with.

Evening staff are asked to flag these situations in the shift report for follow up. 

 Taryn's Shower

Time to celebrate Taryn Lenders and baby Samuel William, with a warm welcome and potluck lunch.

Wednesday, July 24, 2013
12:00 PM - 2:00 PM
HSL staff Room

It's a potluck, bring something tasty!

KRS

An update from Kathryn....

• Calgary Zone e-resources have recently had a name change in the catalog. If you search by e-resources now, you will see our resources listed as “Alberta Health Services” instead of Calgary Health Region and Tom Baker Cancer Centre.

•  Cancer Care only e-resources are still getting listed as Tom Baker Cancer Centre.

• These will be disappearing as we move towards consolidated collections and authentication.
• Let Kathryn know if any clients have access issues in the interim.

Network Printer

A new network printer was installed at HSL today, and testing went well.  Please let Lourdes (or I)  know if there are any problems or concerns.  The older printer will be removed next week.

Reporting Collection Issues

A message from Helen Clarke:

Collections is now working with Zendesk, the ticketing system operated by LCR IT. 

As a result, I’m asking that LCR staff start submitting the following types of questions through the single troubleshoot form.  You can call this up by clicking on the black “Feedback” button found on the LCR homepage.

 

-          Database problems, including not working and missing content

-          Catalogue/Summon and other discovery tool problems, including not working and questions about individual records or results

-          Status of orders

-          Missing periodical issues

-          Fund status

-          Authentication, can’t login

 If you have another type of question and aren’t sure who to contact, then please use the form, we’ll take care of making sure the right person gets the question.

 Remote Access :  ONEcard or UCIT account

A message from Paul Pival:

in addition to Barcode/PIN, which is what comes with the ONEcard, users can gain remote access to library resources with an IT account, (not a simple eID). Easiest way I know that UofC clients  can get that IT account fired up is at https://www.ucalgary.ca/itutil?process=WebRegister

This remote access information has also been added to the LCR webpage:  Help: Tech Support: FAQs

Clinical Key Printing

As noted this week by Susan:

To print from ClinicalKey, clients need to create a Clinical Key login. 

 ONEcard updates to Unicard

UNICARD is the new ONEcard. New name, new look.
And soon, new office.  In mid-August, the UNICARD Office will move from the Campus Security Office in MSC to Dining Centre 18 to join the UNICARD Financial Office.
Staff can rest assured, if you have a ONEcard, you do not need to replace it. The ONEcard has the same functionality and you can continue to use it.  More info at: 

http://www.ucalgary.ca/unicard/

Please let me know if you have any questions, concerns or suggestions.

Mary

HSL Access Notes - July 12th

Hello,

A few notes for the week….

Clinical Adjuncts expired June 30, 2013

As noted in earlier notes, there are a good number of Vet Med Clinical Adjuncts whose UofC appointments expired June 30^th , and who may express concern about losing their access to online resources.  All  Vet Med adjuncts in this situation should be referred to:    

Monica Flohr Mauchline
 (403) 210-6116

TRW 2D12

flohr@ucalgary.ca

We also encountered a number of human medicine clinical adjuncts in the same situation this week. 

I have followed up with the University of Calgary Human Resources department who confirm that this appointment renewal process does require some paperwork between the  department and HR.  They recommended that the best way to initiate the process is for the client to contact their UofC department Human Resources partner, or call the HR help desk at 403-220-5932. 

You may also refer these clients to me for follow up.

In the meantime, we can manually extend their library privileges for one month, to allow time for the paperwork process.  If you do extend privileges manually, please add a ‘Note’ in the Extended Info screen, indicating the new extended expiry date.

Sirsi ONEcard Load Problem

We have received word from LCR discovery Systems team that during May and June there was a glitch in the system that prevented UodC ONEcard information from loading into the library Sirsi system.

·         This means that a client who received a card during that period may not show up with a record in Sirsi when their card barcode is scanned. 

·         We have been advised that when this happens, to contact the OneCard (Campus Card) Office at 220-7290.

·         Identify the problem, provide the client UCID (number under photo on front of ONEcard) and ask them to ‘re-send’ the client information.  We have done this already a few times and it does allow the record to populate Sirsi almost immediately.

·         Once the record has loaded, staff will need to review the information on all screens to ensure the record is updated with correct privilege expiry date, complete address info (especially email), and note. 

·         If the privilege expiry loads over with only a three week period which may happen, extend manually to Sept. 30, 2013. 

·         Add a note in the extended info screen with any manual update details, so that if the system refreshes and overwrites the updates , we have a record of the information to work with.

Evening staff are asked to flag these situations in the shift report for follow up. 

 Network Printer - Update

We have experienced ongoing problems with the Network printer over the past two weeks  that I involved follow up with both Xerox and UCIT.   The technician did replace additional parts and our current machine should be working, however a replacement copier is on its way.  We should be receiving the new machine early next week!  The stand alone printer at the service desk will continue to be used as the back-up printer.  Thanks Lourdes for coordinating all the follow up required with the printer.

Journal Transfer Project

Many thanks to all for the completion of Phase #3 of the journal transfer project.  Our next transfer project will likely be in early 2014.

Lexi-Comp/Dynamed

We are receiving numerous requests from students and residents for the codes for Lexi-Comp and Dynamed.   Those requesting the access can complete a request form that is then passed along to Lourdes for follow up.

The forms are filed in the file cabinet behind the service desk. 

AHS Residents and Fellows apply for Lexi-Comp access through AHS.  Detailed instructions can be found on the Mobile Apps Libguide at:  http://libguides.ucalgary.ca/content.php?pid=442981&sid=3627540

Gate

Due to some ongoing issues with our security gate, an updated model has been ordered.  We expect the new gate to be installed in August. 

Please let me know if you have any questions, concerns or suggestions.

Happy stampedeing!

Mary

HSL Access notes - July 2nd

Hello,

A few notes to begin the month..

Welcome

Please welcome Betty Paananen, who will be working a 7:30 - 3:30, Monday through Friday shift as our new Circulation and Administration Assistant

at the Health Sciences Library.  Join us for a coffee to welcome Betty at HSL on Tuesday, July 2nd, at 2:00 p.m.

Service Updates Following Closures

A message from Claudette regarding fines and fees…

Please note, there will be no fines charged for late materials due between June 20th and July 2nd.  Additionally, there will be no fees charged for materials that were damaged by flooding.  If materials are returned that have been damaged by flood waters, please collect the materials and send up to Collections (4^th Floor MacKimmie Block, Attention:  Carol Hansen).  Collections will take care of withdrawal, disposal and replacement as needed.  

Summer Hours and Weekend Closures

HSL summer hours began this weekend, June 29 through Sunday, September 2nd.

The library will be closed Saturdays and Sundays, as well as holiday Mondays.

Elaccess has adjusted the automated door programming accordingly, and hours are posted on our website, HSL News, flat panels and by our front door.  The 220-6855 voicemail message is also adjusted.
Staff may wish to remind clients about the weekend closures, especially during Friday shifts.  Please forward any client comments or concerns about the evening closures to myself, or include in the shift reports.  Thanks.

Shared Access to Study Rooms
Also, due to the ongoing technical problems with door 1460ZB, we are no longer pursuing shared access for the 1461-64 study rooms.
The double doors, 1460ZA are programmed to be locked 24/7. 

Access to 1461-1464 Rooms will continue to be down the Theatre 4 hallway, and booking will be managed by Faculty Room Booking Services (irrooms@ucalgary.ca or 220-6839).

 Network Printer – currently ‘down’

Xerox is working on our Network Printer.  The technician installed a maintenance kit on Friday, but was not able to complete the proper set up.  He will be returning Tuesday morning.  In the meantime, the stand alone printer at the service desk will need to be used as the back-up printer.

Network Printer Problem Reporting

We have a new process for reporting student print issues. From now on please get people to fill out this form:

http://www.ucalgary.ca/itlabs/print_problem

It will automatically make a ticket and inform the IT team that there is an issue. This way there isn't have a single person to contact, who may or may not be able to answer a phone. And it will avoid tickets getting lost from the support centre.

Staff are also encouraged to report Network Printer ‘release station’ problems at HSL using this form.  For example when the student jobs do not show up on the network printer monitor.

Please let me know if you have any questions.

LCR Support Requests

All our public and staff computers at HSL are supported by LCR Information technologies, so generally issues regarding computers, or issues around staff access would be handled by our LCR ITS.  For example, if a client has lost files on a public computer, contact ITS at support@lcrit.zendesk.com as a first resource weekdays during regular hours.  OR if staff lose access to accounts, contact support@lcrit.zendesk.com for follow up.

At HSL Lourdes is our contact for staff computer issues and she can also follow up with ITS. 

An update for sending in LCR tech requests:

Staff should now be using:

 support@lcrit.zendesk.com for all requests that previously were sent to either lcrweb and itshelp emails.

libsyst@ucalgary.ca for  email on Sirsi  system related requests (David Brown and his team)

dule@ucalgary.ca is the contact for clients having trouble logging into our HSL room booking system.  This is the email for Dung Le who manages the technical end of the system.

http://library.ucalgary.ca/website-feedback  Clients needing to report a database problem can use the link on the LCR homepage:  Quick Links >Database access problems.

If there are other specific instances where you or clients are unsure who to contact, please feel free to flag for me.

HOLDS

A decision has been made for all branches to be consistent on how to handle the issue of a patron who has come in to the Library, selected an item from the shelf only to find out that a hold has been placed on the item.

Because the patron has made the physical trip to the library to retrieve the item, please override the fact that another patron has a hold on the item.  The person borrowing the book will be limited to the two week loan as there is another hold in the queue.

Please let me know if you have any comments or concerns with this procedure.

 Vet clinical Instructors

A message from Lorraine Toews…

About 60 or so of the Vet DVLC clinical instructor appointment contracts are expiring and up for renewal at the end of June 2013.  I received a call today from a vet, and re-directed him to Monica.  Just thought I'd flag this for you in case you/ or front desk staff get calls. 

Monica is still the contact person for all matters relating to these DVLC appointments, so we should continue to refer all such questions to her:

 Her contact info is:   

 (403) 210-6116

TRW 2D12

flohr@ucalgary.ca

SPSS

 SPSS is currently loaded only on the computers in the Computer commons room, 1460 B.  We do expect the popular stats software program to be loaded on all machines in both 1460 A & B sometime later this summer.

Permissions for E-book platforms

Paul Pival has posted a link to the new E-book permissions guide on the library website link below.

http://library.ucalgary.ca/ebooks

It is a table showing current permissions for downloading/printing and user limits on the various ebook platforms.  It should help with client queries at the desk.

Front Gate and Doors

The 3M technician will be coming this week to work on our 3M security gate.  We have been experiencing some delayed alarms and ‘phantom’ alarms.

As staff know, it has been some months since our front doors have operated in conjunction with our alarmed gate.  After much consultation with several departments and contractors, it appears that the problems with the door cannot be resolved.

The door operates well on the Elaccess system, locking properly at night, but will not lock as it should when the gate alarm is triggered.  Staff at the service desk will need to respond quickly when they hear the alarm, calling the client back to the desk for follow up.

Please let me know if you have any concerns or notice any problems with the gate or alarms.

Service area Updates

·         The service photocopier has shifted slightly in the front area.

·         Mail locations consolidated into one tall cabinet across from Chelsea’s desk.

·         Sorting bin removed.  Unsorted books will be placed directly on carts to be sorted by students later in the day.

·         Interlibrary book pick up shelf is now located by Compulsory Ed materials, on the shelving across from Brian’s desk.

·         New file folders have been added to the service desk files for : phone and adding machine manuals, general signs (out of order, etc.), and Dynamed sign up forms.

Journal Transfer Project

Many thanks to all you have worked an the many aspects of the journal transfer project that has seen hundreds of journal issues moved from HSL to HDL over the past months. Phase #2 is complete and Phase #3 will begin this week.

Parking Passes

We have received our new hanging parking pass for lot 28, that is effective through June 30, 2014.  In lot 28 only the hanging pass is required. 

The system at the Parkade works differently than in the other on campus parking lots.   In the parkade, the ‘credit card’ is used to ‘pay’ for parking by stall number at the time of parking.  The additional hanging pass for the parkade that is not necessary when the credit card is used, is in Susan’s office. 

So we have two parking pass options:  the hanging pass for lot 28 and the ‘credit card’ for the parkade.  If both of these are being used already, you can pay for parking and submit a Peoplesoft form for compensation.  Information sheets about the parking passes and appropriate use are in the parking pass binder.  If staff have questions, please let me know.

Volunteering at UofC for Flood Relief

The University of Calgary continues to support flood disaster relief efforts in and around Calgary.  As the community rallies around those impacted, we recognize that faculty and staff may wish to volunteer their time and expertise to help with these efforts.

 The university is offering all employees the opportunity to take one full day (with pay) to dedicate to flood relief activities between now* and August 31, 2013, recognizing that recovery efforts will be ongoing for some time. 

 To be able to use this personal volunteer day:

§  it must be pre-approved by your manager to ensure that the day you select is operationally feasible and that your work responsibilities are covered during your absence.

§  it must be used during normally scheduled work time.

§  it must be used as one full day – not divided up over several days.

§  the university would like to recognize and celebrate employee contributions to relief efforts – after your volunteer day please share with your manager the story of how you were helping.

You can register as a volunteer with UofC Flood Relief program, indicating your availability at:  https://www.ucalgary.ca/ucvolunteers/

Watch for more details.

Please let me know if you have any questions, concerns or suggestions.

Mary